What are the responsibilities and job description for the Probation Office Manager position at Cass County Minnesota?
Job Details
Description
PURPOSE OF POSITION: To manage the Cass County Probation Department staff, clerical, and budgetary duties.
WORK PERFORMED/JOB FUNCTIONS: Oversee the process of initiating and maintaining juvenile and adult files, both automated and manual. Oversee all correspondence received. Screen all incoming mail and distribute it appropriately. Answer phone inquiries directed to the appropriate authority. Oversee all CSTS data entry. Open cases with appropriate supervision levels. Review case status from computer-generated reports and update the computer status on conditions set forth by the Court. Assist with victim rights notification. Create and maintain all documents used within the CSTS system and/or office. Monitor all reports that are completed within the office. Ensure the reports are mailed or delivered to appropriate authorities in a timely fashion. Track pre-dispositional cases. Track expiration dates of cases. Prepare reports for local departments, state agencies, and the Cass County Board of Commissioners. Assist in the preparation of the departmental budget. Monitor the budget throughout the year. Prepare vouchers for expenses and manage accounts receivable and payable for the department. Monitor inventory and order all supplies for the office in accordance with the allotted budget. Monitor timelines from income received for grants, subsidies, and reimbursements; create quarterly grant reports. Perform other duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES: Ability to communicate effectively and efficiently, both orally and in writing. Must have the ability to be able to establish, maintain, and oversee an electronic document storage system. Have a thorough understanding of procedures, policies, and practices, or the ability to gain such knowledge in a relatively short period of time, concerning the overall functioning of the Criminal Justice System. Independent judgment concerning actions to be taken, determining the appropriateness of these actions, and working on complicated merges involving multiple records and collecting information from multiple outside agencies is required. The person in this position needs to be able to identify discrepancies in data and be able to resolve those discrepancies within established guidelines or refer unusual problems to a supervisor. This position is required to make sure the office is staffed daily. The ability to learn procedures and functions, both manual and automated, of the Probation Department is required. Ability to serve the public and others in a courteous and professional manner. Ability to follow verbal and written instructions. Ability to establish and maintain effective working relationships with personnel in the Criminal Justice System. Requires a high computer aptitude with an ability to utilize a variety of software programs for data entry, report designing, research, and data collection.
MINIMUM TRAINING, EXPERIENCE, OR CERTIFICATIONS: A high school degree or its equivalent and a two-year degree (preferred), or equivalent work experience; Legal Administrative Assistant or Administrative Assistant. Experience in office management, legal, or criminal justice background preferred. Must be able to perform basic mathematical computations and be able to operate basic office equipment, including a computer, Windows , Word, Excel, and related specialized software programs. Must pass a Criminal History Background Check, pass the BCA certification course, and pass a BCA/FBI clearance background check. Must possess a valid Driver’s License.
PHYSICAL EFFORT: Sedentary to light physical activities requiring stooping, kneeling, crouching, reaching, handling, talking, hearing, and close vision. The employee must occasionally lift and or move up to 35 pounds. Typically, in an office environment.
HOURLY RANGE: $31.81 - $41.84
CLOSING DATE: Tuesday, July 7, 2026 @ 4:30 PM
2026 Benefit Information
Cass County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified
individuals with disabilities and encourages prospective employees and incumbents to discuss potential accommodations with the employer.
Description
PURPOSE OF POSITION: To manage the Cass County Probation Department staff, clerical, and budgetary duties.
WORK PERFORMED/JOB FUNCTIONS: Oversee the process of initiating and maintaining juvenile and adult files, both automated and manual. Oversee all correspondence received. Screen all incoming mail and distribute it appropriately. Answer phone inquiries directed to the appropriate authority. Oversee all CSTS data entry. Open cases with appropriate supervision levels. Review case status from computer-generated reports and update the computer status on conditions set forth by the Court. Assist with victim rights notification. Create and maintain all documents used within the CSTS system and/or office. Monitor all reports that are completed within the office. Ensure the reports are mailed or delivered to appropriate authorities in a timely fashion. Track pre-dispositional cases. Track expiration dates of cases. Prepare reports for local departments, state agencies, and the Cass County Board of Commissioners. Assist in the preparation of the departmental budget. Monitor the budget throughout the year. Prepare vouchers for expenses and manage accounts receivable and payable for the department. Monitor inventory and order all supplies for the office in accordance with the allotted budget. Monitor timelines from income received for grants, subsidies, and reimbursements; create quarterly grant reports. Perform other duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES: Ability to communicate effectively and efficiently, both orally and in writing. Must have the ability to be able to establish, maintain, and oversee an electronic document storage system. Have a thorough understanding of procedures, policies, and practices, or the ability to gain such knowledge in a relatively short period of time, concerning the overall functioning of the Criminal Justice System. Independent judgment concerning actions to be taken, determining the appropriateness of these actions, and working on complicated merges involving multiple records and collecting information from multiple outside agencies is required. The person in this position needs to be able to identify discrepancies in data and be able to resolve those discrepancies within established guidelines or refer unusual problems to a supervisor. This position is required to make sure the office is staffed daily. The ability to learn procedures and functions, both manual and automated, of the Probation Department is required. Ability to serve the public and others in a courteous and professional manner. Ability to follow verbal and written instructions. Ability to establish and maintain effective working relationships with personnel in the Criminal Justice System. Requires a high computer aptitude with an ability to utilize a variety of software programs for data entry, report designing, research, and data collection.
MINIMUM TRAINING, EXPERIENCE, OR CERTIFICATIONS: A high school degree or its equivalent and a two-year degree (preferred), or equivalent work experience; Legal Administrative Assistant or Administrative Assistant. Experience in office management, legal, or criminal justice background preferred. Must be able to perform basic mathematical computations and be able to operate basic office equipment, including a computer, Windows , Word, Excel, and related specialized software programs. Must pass a Criminal History Background Check, pass the BCA certification course, and pass a BCA/FBI clearance background check. Must possess a valid Driver’s License.
PHYSICAL EFFORT: Sedentary to light physical activities requiring stooping, kneeling, crouching, reaching, handling, talking, hearing, and close vision. The employee must occasionally lift and or move up to 35 pounds. Typically, in an office environment.
HOURLY RANGE: $31.81 - $41.84
CLOSING DATE: Tuesday, July 7, 2026 @ 4:30 PM
2026 Benefit Information
Cass County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified
individuals with disabilities and encourages prospective employees and incumbents to discuss potential accommodations with the employer.
Salary : $32 - $42